Events Manager
Overview
The Events Manager for the Princeton SPIA D.C. Center executes a broad range of tasks to meet the demands of a multi-functional policy and events center. The Events Manager, working closely with the Center’s Director, Program Manager, and other team members in Washington and Princeton, will be responsible for events and activities ideation, planning, and execution on a broad range of events pertaining to the School's public service mission and public policy engagement. This includes outreach and liaising with University faculty, centers, and administrators, as well as external partners, experts and policymakers, event contractors, vendors, building management, and other service providers to the wide range of public and private events, workshops, and other programming undertaken in service of public policy audiences, faculty, students, and the alumni community in Washington DC. The Events Manager will also share responsibility for the day-to-day operations of the Center, together with the Program Manager. With an emphasis on professional execution, high visibility, and a proactive approach, the Events Manager spearheads events development and execution, including planning, communications, audience identification and outreach, stakeholder recruitment and management, social media and marketing, invitations, event vendors, and, where necessary, support for building operations, A/V, media, and technical assistance. The Events Manager actively manages the Center’s master events calendar and oversees use of the Center's suite and event spaces; ensures that spaces are properly reserved, staffed, etc; in conjunction with SPIA DC Director, Program Manager and other team members. The Events Manager will also work closely with the Program Manager to update and maintain the Center's website. The Events Manager will also participate in day-to-day oversight and operation of the Center, as well as research projects and external engagement with partners and policymakers in Washington.
This is afull-time, benefits eligible, 1-year term position with a possibility of extension.
This position is based in Washington, D.C., with limited travel expectations. The Events Manager will work primarily during business hours; however, she/he must be available to support occasional evening events as necessary.
This position will work primarily in person at the SPIA D.C. Center Office, with limited opportunities for occasional remote work.
Responsibilities
Events Direction:
- Provides advanced planning for events ideation, development, and execution, in partnership with University faculty and users, including through: conceiving and designing events, conducting market research on audience/targets, recruiting and liaising with stakeholders, experts, policymakers, partners, reserving space and managing event schedule, generating invitations and audience lists, producing invitations and registration databases, developing catering plans and budgets, and hiring and negotiating with other event vendors management.
- Provides event consultation and guidance on logistics, including fielding inquiries about event format, space utilization, logistics, services, etc.
- Manages budgets for events, including utilization of financial management systems and budget tracking.
- Provides comprehensive day-of-event oversight and execution, including ensuring the needs of the event stakeholders and presenters are met.
- Assists Director in communications and collaboration with SPIA communications, career development, alumni, IT, and other departments in support of SPIA DC Center objectives and operations.
- Manages the Center's social media and regularly shares posts on recent and upcoming events.
Operations:
- In coordination with the Program Manager: Provides administrative, financial management, and logistical support to the Director and Center more broadly, including managing SPIA finance software, supporting budget management and reporting, purchasing tickets, making reservations and bookings, managing transportation needs, reconciling expenses, etc., in coordination with the Director and the SPIA department of finance. In coordination with Program Manager, ensures the SPIA DC Center website is updated and maintained.
- Oversight of daily operations of the space, including guest experience, department needs, scheduling, and event support.
- With high visibility and a proactive approach, the Events Director is readily available to produce events; coordinates efforts to maintain a clean, inviting, and functional work and gathering space; ensures that spaces are properly reserved, prepared, and staffed. Ensures that users and guests have necessary building and suite access.
- Professionally greets guests (including distinguished visitors, faculty, alumni, students) and actively supports them during their visit to the Center, ensuring needs are met and support is delivered with best-in-class service.
- Supports users of the space with technical guidance and utilization of equipment in the office suite space and amenity areas.
- Liaison with building management team, outside vendors, SPIA's Facilities and Operations Administrator, and Princeton Facilities for building issues and needs, including upkeep, repair, and replacement of office suite furnishings and equipment.
Research and External Engagement:
- In addition to Events direction, the Events Manager will conduct short and medium-term research tasks, at the direction of the Director, on a broad range of policy issues, trends, and developments, including: in congress and the executive and judicial branches, at academic, partner, and peer institutions, in support of SPIA DC's objectives and new or ongoing initiatives.
- The Events Manager will also attend external events where necessary in support of the Center's goals and events development.
- Assists Director in monitoring and collating developments at SPIA and Princeton more broadly--new research, papers, events, appointments, and initiatives--and identifying opportunities to promote via SPIA DC Center engagement, events, or initiatives.
Qualifications
ESSENTIAL Minimum Required Knowledge, Skills, Competencies, and Abilities:
- 5+ years of related work experience.
- Education: Bachelor's degree required.
- Clearly demonstrated project management and/or event planning skills.
- Professionalism, strong communication, and poise; proven and sincere commitment to strategic and operational hands-on problem solving.
- Exceptional written and verbal communication skills; critical thinking; refined organizational and planning capacity; strong attention to detail; high degree of discretion, diplomacy, and tact.
- The ability to simultaneously manage and complete multiple projects and assignments with competing deadlines; proven ability to autonomously manage projects without regular oversight or direction; demonstrated personnel management skills and the ability to work well both independently and in a team environment.
- The ability to develop and manage relationships with a wide range of constituents and stakeholders, including distinguished guests and visitors; ability to interact with the most senior leaders at Princeton and the School of Public and International Affairs; a strong appreciation and respect for academic culture. Awareness of and sensitivity to diversity, equity, and inclusion in the workplace.
- Working knowledge of relevant technologies, audio-visual and multi-media equipment, particularly that which is used to support conferences and events.
- Willingness and ability to work with a flexible schedule, including early mornings, late nights, and long hours as necessary.
- Must have the ability to lift up to 40lbs, and, when necessary, move, set up, and break down event equipment (event furniture and equipment, A/V systems, supplies, etc.).
PREFERRED Knowledge, Skills, Abilities, Experience, and Other Education:
- Knowledge of Washington DC and public policy institutions and constituencies. Technically savvy and willing to learn new skills, tools, and technologies.
- Experience and working knowledge of academic settings.
Princeton University is an Equal Opportunity and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.
The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.
If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.
The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.